IT procurement software for hardware and SaaS
IT buys more kinds of things than almost any other department: laptops for every new hire, monitors and docking stations, servers and network gear, and a long list of software subscriptions that renew on their own. Procurer gives IT one path for all of it: a request with the right questions, a security review step in the approval chain, preferred resellers with agreed prices, receipts that capture serial numbers, and renewal alerts before the next software invoice.
Why IT purchasing gets out of control
Most IT spend problems in a mid-size company come from the same few patterns:
- Software bought on a personal card by a team lead, with nobody from IT or security aware it exists.
- Laptops ordered from whichever reseller answers first, at different prices each time.
- Subscriptions that auto-renew for another year because the notice date passed unnoticed.
- Hardware received at the front desk and never recorded, so the asset list is wrong from day one.
- Invoices for more licenses than the company actually uses.
Each of these is fixed in the same place: at the request, before the purchase.
An IT purchase request with security review built in
Procurer request forms can have custom fields per category. For software, the requester answers what the tool is for, what data it will hold, how many seats are needed and whether it replaces something already paid for. From Business, approval rules can use the category as a condition, so every software request adds an IT security review step, and requests above a set amount also go to the CIO or the Controller.
- Hardware under 2 000 USD from a preferred reseller: team manager only.
- Any new software tool: team manager, then IT security review, then finance above 5 000 USD a year.
- Servers and network equipment: IT lead and finance, regardless of amount.
The security reviewer sees the request, the vendor's details and the answers on one screen and approves or rejects with a comment. See purchase order approval software.
Hardware from preferred resellers at agreed prices
From Business, IT can set up a catalog: the standard laptop in two configurations, the approved monitor, the docking station, headsets, each with the agreed price from the preferred reseller. A hiring manager picks the new starter kit from the catalog, and the PO goes out at the right price without anyone checking the reseller's website. When the equipment arrives, the receiver records the receipt, with serial numbers in a custom field, and on Scale a webhook can send each received item to your asset register or IT service desk. For purchases large enough to compete, Scale adds RFQs: send one request for quotation for 150 laptops to three resellers and compare the quotes side by side.
SaaS subscriptions and renewals
Software is now the fastest growing line in many IT budgets, and the hardest to see. In Procurer, each subscription is a purchase order to the vendor, coded to the IT software GL account and to the department that uses it. On Scale, the contract is linked to the supplier with the renewal date and notice period, and the owner is alerted at 90, 60 and 30 days before the notice deadline, with the spend under the contract so far. That is the moment to check how many seats are really used and to renegotiate or cancel. See procurement contract management software.
IT budgets and spend by vendor
IT budgets usually split into hardware, software and services. From Business, you can set budgets by GL account and by project (a new office, an ERP migration), so every request shows what is left in the right bucket, including commitments on open POs. Spend analytics software shows IT spend by vendor and month, which is where duplicate tools and oversized contracts show up. Invoices from resellers pass through the three way match, so you never pay for 50 laptops when 45 arrived.
Which plan fits IT procurement
For category-based approval rules with a security review step, catalogs with agreed prices and budgets by GL account, Business at 299 USD per month is the starting point. Scale, at 699 USD per month, adds contracts with renewal alerts, RFQs, the supplier portal, Google and Microsoft single sign-on, and the API and webhooks for your asset register. Enterprise adds SAML SSO and SCIM for companies that manage every tool through their identity provider. See pricing.
What is IT procurement software?
It is software for requesting, approving, ordering and tracking IT purchases, including hardware, software subscriptions and IT services, with the review steps and renewal tracking that IT spend needs.
Can software requests go through a security review?
Yes. From Business, approval rules by category add an IT security review step to every software request, with custom questions on the request form.
Can received hardware go to our asset register?
Serial numbers can be recorded on the receipt in a custom field on every plan. On Scale, webhooks send receipt events to your asset register or service desk.
How are SaaS renewals tracked?
On Scale, contracts linked to suppliers carry the renewal date and notice period, and the owner is alerted at 90, 60 and 30 days before the notice deadline.
Can we compare quotes from several resellers?
Yes, on Scale. RFQs go to several suppliers at once, and their quotes are compared side by side before the PO is issued.
Every IT purchase reviewed before it is bought
Create your account and route hardware and software requests through one reviewed path.